Write a meeting letter that is brief and to the point.
The brief description required for meeting reports may include a brief summary of each open issue or new business meeting. As mentioned, don't write direct quotes from the participants or who said what, but provide a general summary of the discussion. Be sure to note any decisions that emerge from these discussions.
Keep it short and professional: Don't make it too long - keep the letter to one page or less. The person may be busy and don't have time to read a long letter. Having said that, you still want your language to be polite and professional. Be sure to proofread your letter before sending it. Write your letter in proper business letter format. See sample letters below for an example.
When we say take detailed meeting minutes, we mean write down any information that comes to mind. If you have resources available, it's best to have a note-taker who can easily share their notes with you for your own interpretation. If you don't have an extra person to help, consider rotating the recorder so the responsibility doesn't always fall on the same person. If you are the last option, pay attention to the meeting agenda and the decisions that will be made under each agenda item. Be sure to note who was responsible for what and what key decisions were made.
